The Online Join Form allows you to build a personalized, configurable form on your website where prospective members can enter their contact and membership information, submit payment, and instantly become new members in your database. As of February 2019, this form is in Alpha testing phase, and only users in the Alpha testing group will have access to any of the below features. If you are interested in testing this new join form, please contact email@example.com.
To access the Form Builder, where you can edit and update the text, fields, and settings for your form, go to Communication > Join Form Builder. Your User role must have access to the 'Web Template Manager' security element to access this page.
The first time you access the form builder, a default form will load with basic contact information. To add additional fields and Membership Levels, etc. to the form, follow the steps below.
- Click New Form Element. This button is at the bottom of the form, or you can hover over any existing element to add the new item below that element.
- Choose a Heading, Block of Text, or Field as the element type.
- Add a Heading: a label for you to divide your form visually into sections, using a larger size font (the <h3> tag in your style sheet).
- The Sub Header Text will appear directly beneath your header text, in a slightly smaller font than the header (using the <h4> tag in your style sheet).
- Add a Block of Text: a section of basic text for you to enter instructions, important information, or other additional wording on your form. This will appear inline with the other fields in the form, in your basic body font on your website.
- Add a Field: this will display the list of all possible fields that you can add to your form for the new member to fill out. All of these options are tied to an actual database field in your system, so that the value will populate to the correct field when the user submits their form.
- Member Contact Field: profile data fields for the profile that will be flagged as the “member” upon submission, including all contact info, number of employees, etc.
- Profile Addresses: allows you to collect Mailing and/or Billing Addresses, if different than the default address from Member Contact Fields
- Social Media: a selection of all social networks for a profile, where you can indicate which ones you'd like to collect on for the new member on the form
- Affiliation Codes: a dropdown of the available Affiliation Codes in your system. When you select one, that code will be available on the public form as a Checkbox for the user to check, and if checked that Affiliation will be added to the member profile.
- Listing Information: gives the new member the option to enter a category, subcategory, and any other listing information that you indicate should appear on the form (description, keywords, etc.)
- Custom Fields: a dropdown of the Profile Custom Fields in your database, for you to collect a value for on the form. When the new member fills in the value and submits the form, that value will be saved in the Custom Info tab of the new profile.
- Main Contact Field: profile data fields for the profile that will be flagged as the main contact related to the member
- Additional Related Contact: profile data fields for the additional profile(s) that will be related to the member. All fields selected here will be available on the public form for the new member to enter one or more additional related contact people.
- Membership Level: select which Membership Levels will be available for the new member to choose from on the form. This will inform the price of the new membership as well as the settings/billings to be created when the form is submitted.
- Additional Purchase Item: select a Revenue Item to make available to choose/purchase on the form
- Based on your selection above, choose the specific field or value that you would like the user to be able to enter on the form. You can update the label of the field if necessary, then click Add.
- The element is added to the bottom of the form. You can use the up/down arrows to move the fields in the order you would like to display. You can also click "Edit" next to any element to edit the labels, mark the element as required, or change the selections.
- Click Save at the bottom of the form.
There are currently two settings available that apply to the form overall, as opposed to any one specific form element. You can edit these settings by clicking the "Form Settings" button at the top of the Form Builder.
- Payment Options: this allows you to select whether to require a credit card payment on your form. If you have any Membership Level/Purchase Item pricing in your form, you need to select at least one of these two options
- Allow Credit Card: If only this is selected, the user MUST enter a credit card and pay for the membership in order to submit the form
- Allow Bill Me: If only this option is selected, the user will NOT be prompted to enter any payment and an open invoice will be created for the membership.
- If both of the above options are selected, the new member will be able to choose whether to pay by credit card or be billed.
- Note: for testing purposes, we recommend enabling the "Allow Bill Me" payment option. Any credit card payments entered in the testing phase WILL be charged as actual transactions through your gateway.
- Activity Type: select the "Add" Member Activity Type to be used for a Member Activity to be automatically added to the new member profile on submission. A best practice is to create a new "Add" Member Activity Type (Admin > Manage Codes > Member Codes) to specifically track joins that came in through your online join form.
To view and submit your form online, go to any secure page on your website, and at the end of your secure domain (looks like https://orgnameincoc.wliinc123.com), add “/forms/1” to the URL. One simple way to do this is to visit an event registration page, and replace the "/events/eventname-123/register" with "/forms/1" and hit enter. If you have any trouble finding the page, contact firstname.lastname@example.org.
When you or a new member tester submits the application, a new member profile and all related profiles will automatically be created in your system. All of the field values entered into the form will be mapped and saved to the corresponding field in the profile. The profile will have the "Member" checkbox checked and all billings, listings, etc. created through the process will be active.
An invoice will be generated for all Membership Level line items and/or Additional Purchase Item line items selected on the form, and if a credit card payment was submitted, the payment will be applied on the invoice. If "Bill Me" was selected as a payment option, the invoice will be created and open with no corresponding payments.
If you have a Membership Level selection on your form, the Profile Status, Billings, Listing Levels, Affiliation Codes, and Benefits will be automatically added to the new member.
For testing purposes, you will need to manually delete the above profiles/invoices after submission to remove them from your database.